Activities Coordinator/Co-Ordination Of

JD-TA-PETA2

Job Description: Administration Assistant

Position: Administration Assistant Department: PE Administration Section: PE Section Report to: The Head of PE

Main Job Roles and Responsibilities:

1. Undertake administrative duties within the offices including google docs, excel, word-processing, secretarial and reprographics. 2. Take messages and deal with routine enquiries by telephone, in person or in writing, on behalf of the PE Department. 3. Access all areas of School base, Firefly and other data to write articles, provide lists, analysis and support as required. 4. Be responsible for organising, typing and amending the School Teams Training Schedule and also the TISAC, FOBISIA and School PE and team sports Calendar (in relation to whole school calendar), including distribution of information to all staff, students and parents, when necessary. 5. Keep records of school team training registers and produce reports where necessary. 6. To update and organise contacts lists for parents and students of sports teams and squads. 7. Distribute information to staff, students and parent as and when required. 8. Check accuracy of dates for external coaching invoices in conjunction with Head of School’s PA. 9. Assist with the initial organisation of sporting events by managing entries, spreadsheets and dietary/medical information, contacting external agencies and dealing with flights etc. 10. To contact hotels, sporting venues and other schools and arrange for bookings, hiring of facilities and invites to events 11. Keep daily official record of *NOP, PMP, EAP for the Pool including Temperature, PH Level, Chlorine Level and etc. 12. Keep record of scores for all competitions, home and away games. TISAC, FOBISIA and all friendly matches. 13. Sports kit management: facilitate and coordinate including measuring the size, placing order with purchasing, informing the parents for the payment/ deposit, distributing to students and making sure the kits have been returned to the cashier.

*NOP - normal operating procedure

PMP - pool management procedure

EAP - emergency action plan

Key Competencies:

 A high level written and spoken English and Thai.  Experience of record keeping, information retrieval and dissemination of data/documentation.  Good skill levels in and experience of Microsoft Office applications, including the use of the internet to access relevant information.  Accurate word processing skills.  Excellent telephone manner.  Ability to work as part of a team.  Willingness to be flexible.  High levels of reliability.  Ability to prioritise workload to meet deadlines.  Ability to work under pressure and with many interruptions.  Work with initiative and display high level of problem solving.  Previous experience of working in an education environment.